Have you ever really thought through how many different systems you have in place to keep your company running smoothly? Are any of those systems documented to ensure proper duplication each time?

I was recently at a seminar on systemizing a business. It's been proven that businesses are worth more money if your "how-to's" are fully written out and maintained. No matter how you look at it, documenting every step in your business takes time … but it also saves you time and money.

Although the seminar I attended was looking at the whole business, I'll take it down to just the HR component for my example. I actually have created for clients a binder that includes:

• Section tabs for the various areas of HR (e.g., recruiting, hiring, performance management, etc.);
   
• Every HR form I've given them for each of those sections;
   
• Each form has blank lines where information must be entered so I have highlighted each of those blank lines and provided information about exactly what needs to be entered there;
   
• In the top right corner of each form I have the name of the computer folder where the form is located and the file name for the form itself;
   
• I then add a text block on the form where I state why that form is used, when it's used, how to use it (or print it), who needs to sign it, and who gets the original and/or copies, and how/where to file it.

Why have I done this? Because many of the forms are used only periodically and if HR isn't your primary responsibility, it's very easy to forget the details. However, the details are important when you want things done correctly. With this reference manual, those clients just have to flip to the appropriate section and follow the directions.

In HR and other areas of your company, you'll find having desk manuals saves training time and money (since time is money). You'll also notice that quality remains high because there's no room for misunderstanding or forgetting steps in a process. I've often used a desktop manual for the reception desk and it's been a lifesaver when a receptionist leaves the company or is just on vacation. With a detailed manual, any replacement can easily figure out how to answer phones, receive packages, deal with visitors, and so on.

And, if you eventually want to sell your business, just remember that the value of your company will be much higher if the buyer realizes he can just walk in, open a manual, and know how to run the business without a huge learning curve.